The verdict in three sentences
For an 18-person conveyancing practice in London, replacing your core case management system rarely makes sense: it already handles drafting, the Land Registry, SDLT returns and client account rules, and your team knows it. The real gain sits in a custom matter-tracking module and client portal plugged into what you have, saving around 3 hours per transaction in chasing, missing documents and inbound calls. Budget 40,000 to 100,000 GBP with a London development shop, or 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) with Kolonell for a medium-complexity application.
Vendor suite, custom build or hybrid: the three costed options
UK conveyancing firms are well equipped on the legal side: case management, HM Land Registry portal access, SDLT submission, AML and ID checks. That core works. What is usually missing is the steering and client layer: seeing at a glance which matters are stuck and on what, and stopping buyers from calling five times a week to ask about their completion date.
| Option | Upfront cost | Recurring cost (18 users) | Time to deploy | Fits if |
|---|---|---|---|---|
| Specialist vendor suite, full modules | 4,000 to 12,000 GBP setup | 100 to 250 GBP per user per month, so 1,800 to 4,500 GBP a month | 2 to 4 months | You are replacing everything |
| Custom tracking module + client portal (London agency) | 40,000 to 100,000 GBP | 300 to 800 GBP a month hosting and support | 3 to 5 months | Firm-specific processes |
| Custom module by Kolonell (medium application) | 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) | Maintenance 75,000 FCFA a month (Standard) | 8 to 14 weeks | Controlled budget, clear scope |
| Generic file-sharing portal | 0 to 2,000 GBP | 8 to 20 GBP per user per month | 2 weeks | Simple document drop only |
| Status quo (email, phone, spreadsheet) | 0 GBP | Hidden cost: 3 hours per transaction | Immediate | Fewer than 300 matters a year |
The hybrid approach wins for most firms of this size: keep the case management system, add a business layer that reads the useful data (matter number, parties, milestones, deadlines) through export or the vendor API where one exists, and open a secure client portal.
What the module should cover, and what it should not touch
Scope drives price. A module that tries to rebuild client account accounting will cost three times more and raise SRA compliance questions. Here is the split we recommend for a first release.
| Feature | Estimated gain per transaction | Complexity | V1 priority |
|---|---|---|---|
| Matter dashboard by stage and fee earner | 30 to 45 min | Low | Yes |
| Document checklist with automatic email and SMS chasers | 60 to 75 min | Medium | Yes |
| Client portal: progress tracker, secure document upload | 45 to 60 min (calls avoided) | Medium | Yes |
| Online booking for signing and ID appointments | 15 to 20 min | Low | Yes |
| Deadline alerts (searches expiry, mortgage offer expiry, exchange dates) | 10 to 20 min | Medium | Yes |
| Two-way sync with the case management system | Variable | High | V2, depending on API |
| Client account, completion statements | Out of scope | Very high | No, stays with the vendor |
The data is sensitive: identity, finances, property. Hosting must sit in the UK or EU, with multi-factor authentication for clients, full access logs and encryption of documents at rest. Payment-diversion fraud is the top risk in conveyancing, so the portal must never be used to change bank details without a verified call-back process. These requirements are part of the quote, not extras.
Mini case study
Hypothetical illustration: Sarah, managing partner of an 18-person conveyancing firm in London, handles about 1,000 transactions a year. She estimates that 600 of them (sales, purchases, remortgages) involve manual chasing and status calls.
- Time recovered: 600 matters × 3 hours = 1,800 hours a year.
- Valued at 35 GBP per loaded staff hour: 63,000 GBP a year of freed capacity.
- London agency option at 70,000 GBP: payback in about 13 months.
- Kolonell option at 6,000,000 FCFA (about 9,150 EUR) plus 75,000 FCFA monthly maintenance: payback in under 2 months on time freed alone.
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Even halving the gain to stay conservative, the project pays for itself within the year. The number that matters to Sarah is not the software cost, but how many extra transactions the firm can handle without hiring.
FAQ
Do we have to drop our case management system?
No. In 9 cases out of 10 the custom module complements it and reads the data it needs through export or API. Replacing the core would cost 1,800 to 4,500 GBP a month in licences for 18 users, with no guarantee of better tracking.
How long until the client portal is live?
Allow 8 to 14 weeks for a V1 with dashboard, document checklist and portal. A 4-week pilot on 50 matters lets you tune the chasers before full rollout.
Is our clients' data safe?
The application is hosted in the UK or EU, with two-factor authentication, document encryption and access logs kept for at least 12 months. A UK GDPR record of processing is delivered with the project.
What maintenance budget should we plan?
At Kolonell, maintenance ranges from 35,000 FCFA (Basic) to 120,000 FCFA a month (Premium). For an 18-person firm, the Standard plan at 75,000 FCFA a month covers security updates and small changes.
Can we start small?
Yes. A first release limited to the dashboard and automatic chasers stays at the low end, around 4,000,000 FCFA (6,100 EUR), with the client portal added in a second phase.
Let's scope your project. Send us your yearly transaction volume and the three stages that generate the most chasing: we quote a tracking and client portal module between 4,000,000 and 7,000,000 FCFA, delivered in 8 to 14 weeks. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.